Summer 2017 Licensing Newsletter

07 July 2017

Welcome to Summer!  School is officially out and when it isn't raining, the sun is shining.  I hope this newsletter finds everyone enjoying the summer days.  Here at CDD we are finding ourselves just as busy going into July as we have been since new regulations went into effect 9/1/2016.  I imagine you feel similarly.
 
A reminder that Jonathan Boyd has joined us as one of our new Licensing Supervisors.  Jonathan works here at the Waterbury State Office Complex with the Licensing Technicians.  He came to us from Capstone Community Action Head Start in central Vermont where he had worked for 19 years.  Jonathan began May 22nd.  Jonathan can be reached by email at jonathan.boyd@vermont.gov or by phone at (802) 241-0826.
 
After 16 years of service, Licensing Technician Bonnie Morse retired on 6/30/2017.  Bonnie supported us through Hurricane Irene, moves to IBM in Essex and then back to Waterbury, and significant changes to background clearances.  Over the years, Bonnie has been a mainstay here at CDD.  We will miss her, and we wish her the best!  We are in the hiring process for her position.  When we have hired, we will let you know.
 
It has been several years since we have shifted Licensers' territories.  We have re-assessed territories, and in the last couple weeks, we have made changes.  Please see the new chart of town assignments at http://dcf.vermont.gov/cdd/whos_who.  If you have a new Licenser, you will also be able to find your Licenser's contact information on our website.  We are in the process of re-assessing Licensing Technicians' territories as well.  When we have finished making changes to Technicians' territories (in September), the chart of town assignments will be updated again.  Each time we update the chart, we document the date on the last page.
 
There are many updates and tips I'd like to share with you. Before I do, I'd like to remind you to call the Licenser on Duty (LOD) line if you have questions.  Don't worry about how often you call or what type of licensing question you have.  We welcome the opportunity to hear from you, to provide answers to your licensing questions, and to share resources with you.  The call volume is high enough that we are typically on the phone with another caller when you call.  So please leave a message and we will return your call.  Unless it is the end of the day, calls are returned the same day. 
 
If you have feedback on the customer service you receive, please contact Licensing Supervisors Kelly Lyford, Donna Lopiccolo, or Jonathan Boyd:
Kelly Lyford: kelly.lyford@vermont.gov or (802) 685-7819
Donna Lopiccolo:  donna.lopiccolo@vermont.gov or (802) 259-2310
Jonathan Boyd:  jonathan.boyd@vermont.gov or (802) 241-0826
 
If you are responding to a letter you received from CDD, please call the person who wrote the letter.  If contact information for the author of the letter isn't included in the letter, you may find it at http://dcf.vermont.gov/cdd/whos_who
 
We have heard that some people are not sure when to call Northern Lights Career Development Center (NLCDC), Vermont Birth to Five (VB5) Professional Development Hotline, Licensor on Duty, or the BFIS Helpdesk with certain questions.  In general:

  • NLCDC can help you with questions related to degree planning and submitting information into individuals' BFIS Quality and Credential accounts (such as questions regarding college course work, level certificates, and degrees; questions about whether a course or training meets criteria and career advising in general). Questions about entering information into individuals' BFIS Quality and Credential accounts may be sent to Professional.development@ccv.edu. The Northern Lights Cover Sheet (http://dcf.vermont.gov/cdd/professional-development) provides guidance when submitting documents.
  • LOD (800-649-2642 option 3) is helpful when you have questions about specific licensing rules and/or processes including whether you or staff meet qualifications for a position.
  • VB5 Professional Development Hotline (802-540-8168 or pdresource@vermontbirthtofive.org) is especially helpful with discussing professional development options and finding what and where professional development is currently available.
  • The BFIS Helpdesk (800-649-2642 option 4) is the place to contact when you are have questions about logging into your BFIS account.

 A reminder that Licensers do compliance visits in the summer at local swimming locations for Center Based Child Care and Preschool Programs (CBCCPP) and Afterschool Programs (ASP).  Please don’t be surprised if you are approached by two Licensers. They will assess health and safety regulations such as transportation, field trips, supervision, attendance, guidance practices, and swimming.

On a more concerning note, towards the end of the school year, several schools had threats which required them to implement lockdown procedures.  When you are reviewing your emergency response plans, please be sure to think about how you will communicate with parents during a lockdown procedure.  For high school technology centers who have a licensed preschool program, please be sure that preschool families are included in your call-one system.
 
Thank you for continuing to work with us on implementation of new regulations.  This has been a joint learning adventure.  Implementing new processes seems to be an adventure in and of itself.  I will be sending out a follow-up newsletter in August to share a plan for what comes next after 9/1/2017.  I think many of us feared the world would end on 9/1/2016 and were relieved to know that 9/2/2016 wasn't any different than 8/30/2016.  Let's continue to work together to make this true for 9/1/2017 too.
 
Respectfully,

Christel Michaud
Director of Child Care Licensing


Topics in this newsletter


Here We Go Center Based Child Care and Preschool Program (CBCCPP) and Family Child Care Home (FCCH) Trainings

In May and June, we had online and in person CBCCPP and FCCH trainings which reached many CBCCPP licensees and FCCPs.  

In July, we will be launching an online training for CBCCPPs and FCCHs.  This will be available for anyone to complete anytime at your convenience.  As with all acceptable online trainings, this one has a quiz at the end that is required to be completed and passed with an 80% success rate for credit to be received for the training.  If technology isn't your strength, then you may want to consider having someone who is good with technology assist you with completing the on-line training or consider enrolling in an in-person training. 
 
In August, we will be starting round two of in-person trainings around the state.  These trainings are limited to CBCCPP licensees and FCCPs who are required by licensing regulations to complete this training.  If you would like staff to attend the training, please have them complete the online training or the training that will be held at the VAEYC Conference this fall. 
 
We are finding that CBCCPP licensees are not clear about the requirement that they themselves are required to complete the Here We Go CBCCPP training.  A licensee is the business owner of the CBCCPP.  If the business is owned by partners, then both partners are required to attend the training.  If the business is owned by a corporation which has a board of directors or is a school or supervisory union, then the corporation is required to identify a representative.  The representative is then the person required to complete this training.  In some instances, the representative may also be the program director.  CBCCPPs owned by a sole proprietor are required to have the actual business owner attend the training.  You may not delegate this responsibility to another staff member and/or the program director.


Background Clearances

We have fully implemented fingerprinting for new hires and new applicants.  We have finished issuing Fingerprint Authorization Certificates (FAC) to public prekindergarten staff.  These individuals are now submitting to fingerprinting for CDD, and we are starting to receive results. 
 
Over the next few months, we will be issuing FACs to the remaining staff of private prequalified prekindergarten programs.  Included with FACs is a letter on how to submit to fingerprinting and a brochure of recommended locations for being fingerprinted.  We recommend you use the suggested locations for fingerprinting as staff at these locations have received necessary training on the process.  If you use another location, please be aware that they may not know how to handle the paperwork correctly which will impact the process and possibly require you to submit to fingerprinting more than once.
 
Please be sure that you take your FAC with you to submit to fingerprinting.  You will need to sign the FAC.  We receive a fair amount unsigned.  This slows down the process as the fingerprint clearance can't be processed without your signature.  We have heard from a few people that Jonathan's signature hasn't printed when the FAC form is printed from BFIS.  This is due to your printer settings.  When you print the FAC, please take a minute to check it for Jonathan's signature.  If his signature didn't print on the FAC form, please change your printer settings or use a different printer.  His signature is required on the FAC for you to submit to fingerprinting.
 
During the 2016-2017 legislative session, Act 49 made a statutory language change to title 16 to reduce duplication of fingerprinting.  Act 49 added a new paragraph that eliminates the responsibility of superintendents for conducting background checks on individuals operating an Act 166 prek program or employed by an Act 166 prek program.  This change took effect 5/23/2017.  Act 49 provides for one limited exception, which allows superintendents to conduct background checks on their own employees in public school operated prek programs for the purposes of hiring and employment.  CDD is responsible, through our licensing regulations, for conducting background checks on all individuals in Act 166 prek programs including school prek staff.  See the memo from CDD titled "Background Checks for Prequalified Preschool Programs" at http://dcf.vermont.gov/cdd-blog/background-checks-prequalified-preschool-programs  and the memo from CDD titled "Guidance for Public School Operated Prek Related to Fingerprint Supported Background Clearance" at  http://dcf.vermont.gov/cdd-blog/guidance-public-school-operated-prek-programs-related-fingerprint-supported-background.
 
You can help us with implementing fingerprinting and comply with licensing regulations by making sure your Associated Parties list is up-to-date.  If staff are no longer working at your program, please remove them from the list.  If staff members have a different position title than what is listed in the Associated Parties list, please contact your Licensing Technician with the correct position title.
 
If you have general questions about the background clearance process, please call the LOD line.  If you have specific questions about your Associated Parties list, please call the Licensing Technician assigned to your town.  If you have technical questions or challenges, please call Licensing Supervisor Jonathan Boyd.  Starting now, Licensing Technicians are sending an email confirming they have received the Record Check Authorization forms for your program.  This eliminates the need for you to ask if we have received them and allows Licensing Technicians to remain focused on processing each background clearance.
 
If you are notified that someone meets prohibited person criteria, you may request a variance to have the individual continue in your program and/or live in your FCCH.  Please take a minute and notice that you have two variance request options when you sign into your program's BFIS account.  To request a variance for the purpose listed above, you are required to submit a Record Check Variance Request.  Please be sure you are using the correct request.  Please review ASP rule 5.18.e, CBCCPP Rule 7.2.8.5 or FCCH rule 7.2.8.5 to determine whether CDD has the authority to approve a variance for the reason why the individual has been determined to be prohibited.  Please be aware that once you are notified that someone meets prohibited person criteria, the individual may no longer be at your program or reside in your FCCH until such time that a Record Check Variance Request has resulted in an approval.


Trainings

  1. The Orientation training that is outlined in the regulations is under development with Better Kid Care.  Once it is ready, we will send out notification.
  2. The medication administration training has criteria that have been finalized.  If you question whether a training meets the criteria, please consult with NLCDC staff.  The criteria consist of the following:
  • Taught by a RN or MD;

    Content includes:

  • 5 rights of medication administration (right child, right medication, right dose, right time and right route),
  • Procedures (receiving medication from the parent, storage of medication, prepare and administer medication, and documenting medication administered),
  • Side effects, errors, and adverse effects, and
  • Asthma and Anaphylaxis medication practice skills component, and
     
  • Be a minimum of 2 hours and sponsored by a NLCDC approved sponsor.

If the medication administration training is online, it must include an in-person skills component for administering asthma and anaphylaxis medication and meet the above training criteria along with NLCDC online training criteria.
 
As of the release of this newsletter, the criteria for first aid and infant/child CPR has been established.  The training must be taught by an American Heart Association, Red Cross, or American Health and Safety Institute trainer.  If you complete an online first aid and/or infant/child CPR training, it must include an in-person skills component taught by someone with one of the above affiliations and result in certification.  You must receive documentation of certification that includes the date of the training, the type of training (first aid or infant/child CPR) and the expiration date for the certification.


Quick Updates

All violations and site visit reports dated prior to 9/1/2016 have been hidden from the public portal for all programs.  A reminder that your program's history remains the active history whether posted to the public portal or not.  For example, upon request site visit reports and/or violations are shared even if they are no longer documented on the public portal.
 
Guidance Manuals are in the final stage of formatting and editing and in the next couple weeks will be sent to the printers.  We will be posting the CBCCPP and FCCH Guidance Manuals on our website and mailing a copy to each CBCCPP and FCCH.
 
A child care emergency response planning guidebook and template have been posted on our website (http://dcf.vermont.gov/cdd/forms-child-care-providers). Along with many other sample forms.


License Renewal Applications

With 3-year licenses, it is more important than ever to mark your calendar.  When your program reaches the expiration date (on the license), and you haven't submitted a complete license renewal application; your license will be expired.  This means services may not continue until a new application is completed, processed, and approved. 
 
We send a 60-day license renewal notice prior to the expiration date on your license.  If your license renewal application is incomplete, we send a Missing Items Letter (MIL).  If we haven't received any license renewal application, we send a 15-day license renewal notice.  These documents are entered into your program's BFIS account, and a BFIS system generated email is sent to you.  Please make sure the email address in your program's BFIS account is correct and being checked on a regular basis.
 
It is your responsibility to know when you need to submit a license renewal application.  Please don't wait until the last couple weeks prior to your license expiration date to start the license renewal application process.  If we do not receive a complete application prior to your license expiration date, you license will be expired.


Frequently Asked Questions

Click on the links below to see the answers to these frequently asked questions in the summer time: